Interpretation of traditional archives management challenges and how electronic archives systems respond

Challenges faced by traditional archive management

As the digital era has now fully arrived, traditional archives must on the one hand deal with matters related to the proper preservation of paper archives, and on the other hand directly face various situations in the collection and organization of electronic archives. As a result, this brings great inconvenience to many links in organizational archive management work, such as "collection, management, utilization, and storage."

1.Archive Collection，Multiple channels

·The volume of front-end business documents is enormous and lacks unified collection standards, making the collection burden heavy;

·The growth of electronic files is extremely rapid, while manual collection and organization is inefficient and prone to errors during the organization process;

·Documents and data are scattered across various departments and different systems, making unified collection difficult.

2.Management authoring，High cost

·There is a lack of effective supervision mechanisms in archive filing, and there is also a lack of strong technical support in the appraisal and destruction step;

·The management of electronic archives and paper archives is disconnected, resulting in persistently high management costs for paper archives;

·Archive numbering, description, and proofreading all rely entirely on manual processing, which is time-consuming and labor-intensive and cannot achieve unified standards.

3.Search Borrowing，Long cycle

·There is a lack of effective supervision mechanisms in archive filing, and there is also a lack of strong technical support in the appraisal and destruction step;

·The management of electronic archives and paper archives is disconnected, resulting in persistently high management costs for paper archives;

·Archive numbering, description, and proofreading all rely entirely on manual processing, which is time-consuming and labor-intensive and cannot achieve unified standards.

4.Custody and storage，Low security

·Lack of control mechanisms such as encryption and backup makes it difficult to effectively guarantee the security of archive data;

·During the storage and borrowing of massive data, some data may become missing and difficult to verify;

·Implementation of archive security management is insufficient across locations, lacking systematic security mechanisms.

Kailing Technology·Full Lifecycle Electronic Archives Management System

The full lifecycle management digital archive platform built by Kailing Technology, namely its electronic accounting archives management system, achieves a full lifecycle management model that closely integrates a series of work links from the initial collection of archives to detailed organization, proper preservation, efficient utilization, precise appraisal, and final destruction.

Kailing Technology Electronic Archives SystemAble to achieve integrated and coordinated management of archives in diverse forms. It breaks the boundaries between different types of archives, organically integrates various archive resources together to form a closely connected and collaboratively operating whole, making the management of these different forms of archives more efficient, comprehensive, and systematic, and powerfully promoting the in-depth development and optimization of archive management work.

Can realize the receipt, signature verification, parsing, accounting entry, and archiving of electronic vouchers such as fully digitalized e-invoices, railway electronic tickets, air transport electronic ticket itineraries, bank electronic receipts, and electronic statements. Expense invoices are recognized through OCR technology to form an original electronic voucher database.

Provides one-click generation of accounting vouchers from original electronic vouchers, generating accounting entry information data files in accordance with accounting data standards, with functions such as preventing duplicate entries and preventing tampering of original vouchers and accounting vouchers, providing enterprises with a comprehensive digital business-finance-tax application platform.

Automatic tax calculation, providing corporate tax filing and individual income tax filing for VAT, income tax, financial statements, etc., making it convenient for users to quickly complete filing work.

Tax-related risk inspection provides risk assessment and detection of enterprise business-finance-tax data from the perspectives of finance, taxation, and invoices, providing enterprises with business-finance-tax risk analysis.

ChooseKailing Technology Electronic Archives, saving archive management costs and unlocking the value of archive data. It supports automatic recognition and verification of invoice information, establishes the data relationship between source documents and bookkeeping vouchers, and provides dual management of paper and electronic archives. If your enterprise wants to learn about or begin building an electronic archives system, welcome to contact Kailing Technology!

Beijing Kailing Technology Co., Ltd.——an enterprise business-finance-tax digitalization solution service provider.

Kailing Technology provides solutions for sales management systems, procurement management systems, output invoicing systems, input invoice collection systems, imaging management systems, financial posting systems, electronic accounting archives, fully digitalized e-invoice and Leqi interfaces and other businesses according to enterprise needs, professionally and efficiently helping enterprises transform and upgrade their business-finance-tax digital management.

If you have any business-finance-tax digital transformation needs, welcome to contact us. Beijing Kailing Technology will serve you wholeheartedly.